The Contract Non Renewal Letter To Employee is a critical document used in Canadian employment relationships when an employer decides not to extend or renew a fixed-term employment contract. This document is essential for maintaining clear communication and legal compliance in situations where a term contract is coming to an end without renewal. It must align with Canadian federal and provincial employment standards, including proper notice periods, final pay calculations, and benefit considerations. The letter should be used when a fixed-term contract is approaching its end date and the employer has decided not to offer a renewal or extension. It typically includes important details such as the final working day, arrangements for company property return, final pay information, and any transition requirements. This document helps organizations manage contract terminations professionally while minimizing legal risks and ensuring compliance with Canadian employment legislation.
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1. Employee and Company Information: Full names and addresses of both the employee and company, including employee ID if applicable
2. Date: Current date and the date of the original employment contract
3. Subject Line: Clear indication that this is a contract non-renewal notice
4. Contract End Confirmation: Clear statement of the decision not to renew the contract and the final employment date
5. Reason for Non-Renewal: Brief, professional explanation for the non-renewal decision (if appropriate)
6. Final Arrangements: Details about final pay, benefits, and return of company property
7. Reference Availability: Statement about providing employment references if applicable
8. Acknowledgment: Space for signatures of both parties if required
9. Contact Information: Details for HR or relevant department for any questions
1. Transition Plan: Include when knowledge transfer or handover is required before contract end
2. Outstanding Projects: Include when specific instructions are needed for ongoing project completion or handover
3. Confidentiality Reminder: Include when dealing with sensitive information or trade secrets
4. Continuation of Benefits: Include when there are specific arrangements for benefits extension
5. Exit Interview: Include when company policy requires an exit interview
6. Outplacement Support: Include when the company offers career transition assistance
7. Non-Compete Reminder: Include when the original contract contained non-compete clauses that remain in effect
1. Final Pay Calculation: Detailed breakdown of final salary, unused vacation pay, and any other compensations
2. Benefits Summary: Summary of benefit termination dates and conversion options
3. Company Property Checklist: List of company items to be returned before the last day
4. Project Status Report Template: Template for documenting status of ongoing projects if applicable
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